Back Office Executive Assistant

We are looking for a highly organised, proactive, and discreet Executive Secretary to the CEO to provide comprehensive executive and administrative support to the CEO. The role will involve managing the CEO’s schedule, coordinating meetings and communications, following up on key business priorities, and ensuring seamless coordination between the CEO and internal as well as external stakeholders.

The ideal candidate should be able to work independently, handle confidential information with maturity, manage multiple priorities, and operate effectively in a fast-paced IT/business environment.

Key Responsibilities

1. Executive Support

• Manage and maintain the CEO’s calendar, appointments, meetings, and daily schedule.

• Coordinate internal and external meetings, including scheduling, agendas, meeting rooms, and required documentation.

• Ensure the CEO is adequately briefed and prepared for important meetings and engagements.

• Manage travel arrangements, itineraries, accommodation, and other logistics as required.

• Maintain an organised system for tracking the CEO’s commitments, priorities, and follow-ups.

2. Meeting & Follow-up Management

• Attend meetings with the CEO where required and prepare meeting notes/minutes.

• Maintain an Action Tracker for decisions and commitments arising from meetings.

• Follow up with relevant stakeholders to ensure timely completion of assigned actions.

• Escalate delays or pending matters to the CEO's attention.

• Ensure important deadlines and commitments are tracked and closed.

3. Communication & Coordination

• Act as a key point of coordination between the CEO and senior management, employees, clients, vendors, consultants, and other stakeholders.

• Draft and proofread emails, letters, presentations, reports, and other business communications on behalf of the CEO.

• Screen and prioritise incoming communications and requests requiring the CEO’s attention.

• Coordinate with different departments to obtain information, updates, reports, and data required by the CEO.

4. Business & Management Support

• Assist the CEO in preparing for management reviews, business meetings, client meetings, presentations, and strategic discussions.

• Compile and consolidate information, reports, MIS, presentations, and dashboards from various departments.

• Maintain trackers for important business initiatives and follow up with respective owners.

• Support the CEO in monitoring key organisational priorities and timelines.

• Assist in coordinating special projects and initiatives assigned by the CEO.

5. Documentation & Confidentiality

• Maintain organised records of important documents, correspondence, presentations, agreements, and other information handled by the CEO’s office.

• Handle highly confidential business, financial, employee, client, and strategic information with complete discretion.

• Ensure sensitive information is shared strictly on a need-to-know basis.

• Maintain appropriate confidentiality regarding discussions and decisions taken by senior management.

6. Administrative & Event Coordination

• Coordinate with internal teams for meetings, conferences, business events, client visits, and other engagements.

• Assist with arrangements for senior management meetings and corporate events.

• Coordinate with vendors, hotels, travel partners, and other service providers as required.

• Manage miscellaneous administrative requirements of the CEO’s office.

Key Skills & Competencies

• Excellent verbal and written communication skills.

• Strong organisational and time-management skills.

• Excellent follow-up and coordination abilities.

• High level of discretion and confidentiality.

• Ability to prioritise multiple tasks and work under pressure.

• Strong attention to detail.

• Professional and confident interpersonal skills.

• Proficiency in MS Office / Google Workspace, particularly Outlook/Gmail, Excel/Google Sheets, PowerPoint/Google Slides, and calendar management.

• Ability to prepare professional presentations, reports, trackers, and business correspondence.

• Strong ownership and ability to work independently.

• Good business acumen and ability to understand organisational priorities.

• Ability to interact professionally with senior management and external stakeholders.

Qualifications & Experience

• Graduate degree in any discipline.

• 5–10 years of experience as an Executive Secretary, Executive Assistant, Personal Assistant, Management Coordinator, or similar role supporting a CEO, MD, Director, or senior executive.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 6+ years Experience.